🌐 Web 📱 Mobile | 👤 Submitter, Finance
Yokoy strives to automatically match as many card transactions and expenses as possible to minimize manual work for submitters and finance users. However, sometimes real world complexity can get in the way.
For these cases, the Expense Matcher helps you to handle these situations easily in Yokoy.
What is the Expense Matcher?
Once you've submitted your card expense report, Yokoy usually automatically matches your expense with the corresponding card transaction. However, there are cases in which automatic matching fails. This is where the Expense Matcher comes in.
The Expense Matcher is a functionality in Yokoy which both enables and assists you to perform manual matching of your card transactions with your submitted expense reports in a very easy and intuitive way.
In addition, the Expense Matcher provides you with support and guidance during the manual matching by e.g., highlighting potential matches and by warning you if the matching of a transaction with an expense violates a validation rule.
How can I open the Expense Matcher?
If you want to manually match transactions with expenses, go to the Submitter menu, click on the Card Transactions tab, and select the correct card from the drop-down menu. Alternatively, you can go to the My Tasks menu and click on the Transactions tab to find all your unmatched transactions.
You are a Finance user and you want to manually match transactions with expenses for another user? Go to the Finance menu, click on the Card Transactions tab, and select the company card from the user whose transactions you want to match from the Company Card drop-down menu.
Now, click on the transaction you want to manually match with a submitted expense report. A new window will open with detailed information about the transaction, card, and merchant, as well as the history of changes is shown.
To open the Expense Matcher and start the manual matching, click the button Match. The Expense Matcher will now show all unmatched transactions and unmatched expenses of the same card.
(If you would like to know how to handle a transaction if you have lost your receipt or if you've made a personal expense with a company card, go to this article and scroll to "Step 4: Manual matching".)
How can I use the Expense Matcher?
With the Expense Matcher you are able to perform a variety of use cases:
Watch our video "16 Manual Matching with the Expense Matcher" in the Yokoy Expense Video Series or read on for more details about the manual matching process with the Yokoy Expense Matcher!
1) Match one transaction with one expense
To match one transaction with one expense, select the transaction you want to match on the left-hand side of the Expense Matcher and then select the corresponding expense on the right-hand side of the Expense Matcher, or use drag & drop. To help you identify the expense corresponding to your selected transaction, the Expense Matcher highlights possible matches in green.
Now, click Match on the bottom right corner of the Expense Matcher to confirm your selection. To verify your match, click on the tab Matched within the Expense Matcher. Here, you will see the match you've just performed.
Note:
If the correct transaction or expense to be matched is not shown, please adapt the date range at the top of the Expense Matcher.
Please remember that only submitted card expense reports are shown in the Expense Matcher and can thus, be manually matched with a transaction.
2) Combine two or more transactions and match with one expense
To combine two transactions, select all transactions that need to be combined on the left-hand side of the Expense Matcher. The sum of the selected transactions will be displayed on the bottom left of the window.
Next, choose the expense with which the selected transactions should be matched. Typically, the Expense Matchers highlights all possible matches in green to facilitate the matching process.
Now, click Match on the bottom right corner of the Expense Matcher to confirm your selection. To verify your match, click on the tab Matched within the Expense Matcher. Here, you will see the match you've just performed.
3) Match one transaction with two or more expenses
To match one transaction with multiple expenses, select the transaction you want to match on the left-hand side of the Expense Matcher and then select all corresponding expenses on the right-hand side of the Expense Matcher.
Note:
Please make sure that the amounts of the transaction and the expenses add up. Otherwise, Yokoy will display a warning at the bottom of the window and you as a Submitter are not able to go through with the match.
Before confirming the match, the system informs you about the fact that matching a transaction with multiple expenses splits the transaction and that this action cannot be undone. Therefore, please make sure you are about to perform a correct match.
Now, click Match on the bottom right corner of the Expense Matcher to confirm your selection. To verify your match, click on the tab Matched within the Expense Matcher. Here, you will see the match you've just performed.
4) Split combined transactions from the transaction detail view
You have accidentally combined the wrong transactions? Don't worry you can easily split them apart.
To do so, click on the combined transaction so that the transaction detail view will open. Now, click Clear Match in case the combined transaction has been wrongly matched with an expense. Next, click on the "X" next to each transaction to separate it from the combined transaction. In the overview you can now see the individual transactions.
5) Match a refund with an already matched expense
Read this article to learn more.
6) Manually create a credit note to match it with a refund
Read this article to learn more.
Now you can successfully perform manual matchings with the Expense Matcher!